Clio Drive Folder Management

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Folder structure and requirements

The folder structure in Clio Drive consists of contact or company/client name, followed by matters, including any pending or closed matters. Documents, attachments, and emails are nested in individual folders within the matter folders. Clio Drive has a total folder limit of 40,000 folders.

Folders in Clio Drive are synced from your Clio Manage contacts and matters and cannot be sorted or renamed. You can, however, rename custom created folders. Any additions, modifications, and deletions to custom folders will be synced to Clio Manage, and vice versa.

Note: If contact and matters names in Clio Manage have special characters, these special characters may appear as square boxes in Clio Drive if you are using a Windows machine. This happens because Windows does not allow the following characters in file and folder names: / : * ? ” < >

 

Sync folders

Contact and matter folders will only be created in Clio Drive if a document within the contact or matter was edited, uploaded, or downloaded in the last 12 months, or is one of the 40,000 most recent files. To sync a matter or contact folder from Clio Manage to Clio Drive:

  1. Go to the matter or contact in Clio Manage and select the Documents subtab.
  2. Open a document by clicking the blue Clio Launcher arrow.
  3. Make an edit to the document and then save the changes. Clio Manage will create a new matter and/or contact folder in Clio Drive.

 

Delete folders

If you delete a contact or matter folder in Clio Drive, all the documents and files under that contact or matter will be deleted in both Clio Drive and Clio Manage. The contact or matter itself will not be deleted in Clio Manage. 

  1. Go to Clio Drive.
  2. Right-click the folder and select Move to Trash or Delete. If prompted to confirm the deletion, select Delete.

 

Improve access with folder item display and naming options

If you have many files in a single folder and are running into issues with File Explorer (Windows) or Finder (Mac) while using Clio Drive, you can set an item display limit for your folders to improve your experience. Depending on your computer's performance specifications, you can choose to view up to 1,000, 2,000, 3,000, 4,000, or 5,000 files in each Clio Drive folder. If a folder has more files than the limit that you set, you can view the remaining files in Clio Manage. 

If you are using Windows and having issues with your Windows device not displaying files with long names or files in multiple subfolder levels, you also have the option to shorten the names for your Clio Drive matter folders. Windows has a 256 character limit for file names and directory paths, which means that files or folders above this limit may not appear in Clio Drive. Once the matter folder name is shortened, more files previously impacted by the Windows character limit may appear. 

Tip: If you are uncertain about which folder limits to choose, up to 3,000 items per folder and up to 25 characters per folder name are recommended starting points.

Windows Mac
  1. Open the Clio desktop app and select Drive.
  2. Click Settings (the gear icon) and select Preferences.
  3. Go down to Improve performance.
  4. To set the folder item limit, click the dropdown bar under Number of files and folders to display in a folder and select the maximum number of items that you want to view in each folder.
    • If you select No optimization, and you have too many items in your folder, File Explorer may not be able to properly load and Clio Drive may not work properly. You can adjust this preference at any time if you run into any issues.
  5. To set the matter folder name limit, click the dropdown bar under Number of characters to display in a matter folder name and select the maximum character limit for your Clio Drive matter folders.
    • If you select Keep original matter folder name, your matter folder names will not be shortened. Some files may not appear in folders if they are impacted by the Windows character path limit.

 

Sort folders by first name or last name

Folders in Clio Drive can be sorted alphabetically by contact first name or last name. By default, folders are sorted by contact last name, with the option to sort by contact first name. Choosing how you want contacts to be sorted allows you to find your contacts in Clio Drive using a sorting order that works best for you.

Note: You cannot manually sort folders in Clio Drive.

  1. Open the Clio desktop app and select Drive.
  2. Click Settings (the gear icon) and select Preferences.
  3. Click the dropdown bar under Contact display format and select First name, last name or Last name, first name, depending on how you want contacts to be sorted.
  4. In the popup prompt, click Change display format to confirm.

 

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